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1500 Highway 36 West
Roseville, MN 55113-4266
Application Instruction Materials for a
FY16 Single Source Legislative Grant
DATE: June 26, 2015
TO: Albert Lea Public School District
Anoka Public School District
Brooklyn Center Public School District
Osseo Public School District
Robbinsdale Public School District
Rochester Public School District
South Washington County Public School District
FROM: Greg Keith, Director, Division of School Support
Tom Gray, Education Specialist, Division of School Support
Deb Rose, Grants Specialist, Grant Services
ACTION: Prepare, Sign and Submit the Application by: July 31, 2015
This application is for a Single Source Legislative grant for the Compensatory Revenue Pilot Project. The primary purpose of the grant is to successfully guide a process of meeting the unique educational needs of students who are achieving below the appropriate level for their age. A pilot program is created to allow eligible districts to allocate this revenue among its school buildings according to each building’s school performance measures.
Funding is made available from Laws of Minnesota 2015, Article 2, Sec. 70, Subd. 8. Grant application amounts are:
▪ $470,000 in each year is for a grant to Independent School District No. 241, Albert Lea
▪ $4,730,000 in each year is for a grant to Independent School District No. 11, Anoka-Hennepin
▪ $240,000 in each year is for a grant to Independent School District No. 286, Brooklyn Center
▪ $660,000 in each year is for a grant to Independent School District No. 279, Osseo
▪ $500,000 in each year is for a grant to Independent School District No. 281, Robbinsdale
▪ $520,000 in each year is for a grant to Independent School District No. 535, Rochester
▪ $205,000 in each year is for a grant to Independent School District No. 833, South Washington
The proposed grant period is anticipated to be August 17, 2015 through June 30, 2017. The start date will be contingent upon receipt and approval of the application and budget prior to the start date. The application must contain all required components including a budget justification worksheet.
NOTE: The application does not obligate the state to award a grant contract or complete the project, and the state reserves the right to cancel this application if it is considered to be in the state’s best interest or if funding is terminated from the state source of funds. The application must be reviewed and approved before an award may be made.
FY16 Single Source Legislative Grant
GENERAL INFORMATION
APPLICATION COVERSHEET/SIGNATURE
Applicants must complete the coversheet with the legal name and address of the organization, the contact information for the Identified Official with Authority to sign, and the program/financial staff assigned to the project.
The Identified Official with Authority must sign and date the coversheet certifying they have read the complete application including the assurances, budget and any required supplemental documents.
REQUIRED I.D. NUMBER
Applicants must have or obtain a state vendor number through the Statewide Integrated Financial Tools (SWIFT) system. Check with your business office first to determine if your entity already has this number.
To obtain a SWIFT Vendor Number, go to Minnesota Management and Budget site (http://www.mn.gov/mmb/) and then the State Systems Portal onto Statewide Financial and Procurement followed by SWIFT.
ASSURANCES – STANDARD AND PROGRAM SPECIFIC
The assurances are integrated into the application section and must be submitted with the completed application and signed coversheet. Applicants are expected to review the application and certify that they will comply with all assurances herein as well as all other applicable federal regulations, state statutes and local policies governing their entity and the funding.
APPLICATION NARRATIVE
Describe the project including specific goals and activities that align with the purpose of the funding, and identify the expected outcomes for the proposed project with estimated timelines. List out each goal and specify the activities that will be carried out under each goal in order to meet the legislative intent of the funding. The grantee must provide an updated work plan and budget with detail, for the second year of the funding (7/1/16-6/30/17).
BUDGET NARRATIVE/JUSTIFICATION WORKSHEET
The budget and budget narrative justification worksheet is attached and must be completed and submitted as part of the signed application. The worksheet should be completed based on the anticipated grant period and award amount.
Please provide clear descriptions for each proposed expenditure amount entered into each budget object code. The budget must align with the work plan activities and reflect necessary and reasonable proposed expenditures. Necessary means it adds value to the project and reasonable means you have done some type of market comparison to determine the cost is reasonable.
Complete the budget for the initial grant period of August 17, 2015 through June 30, 2016. Grantee must provide an updated budget with detail, and an updated work plan, for the second year of the funding (7/1/16-6/30/17).
UFARS Finance Code and/or Funding Source Code (for public schools, charter schools, ed. districts and education cooperatives – if no specific finance code, then identify general state code): 01S370
Source of Funding- State: Laws of Minnesota 2015, Article 2, Sec. 70, Subd. 8.
SUBMISSION AND SIGNATURE
Submit a PDF of the signed application cover sheet, assurances, narrative and budget, by email to MDE.
Once your application has been reviewed and approved, you must wait until you receive the signed Official Grant Award Notification (OGAN) before providing any services and before incurring any expenditure. Any expenses incurred prior to the full execution of the OGAN are not reimbursable and are the responsibility of the applicant/grantee. Following approval, you will be provided financial reporting forms and other information for reporting purposes.
GENERAL EXPECTATIONS OF GRANTEES
Grantees will be required to submit both programmatic and financial progress reports by specific due dates as indicated in the Official Grant Award Notification (OGAN) or other award documentation. An annual program report is the minimum required.
School districts including charter schools are required to report by the Uniform Financial Accounting and Reporting Standards (UFARS). UFARS reporting information will be provided, if applicable. Reporting forms will be provided to you upon execution of your award.
All proposed grantees must be capable of administering a grant successfully. MDE may need to conduct a risk assessment prior to execution of a grant award based on review and consideration of one or more of the following: 1) financial status documentation from proposed grantee 2) grantee’s prior project performance, 3) submission of timely program reports 4) submission of timely financial reports, 5) prior monitoring reports or other supporting documentation.
Grantees must have a conflict of interest policy.
Grantee must provide an updated workplan and budget with detail for the second year of the funding (7/1/16-6/30/17).
MONITORING GRANTEES
The Minnesota Office of Grants Management, Policy 08-10, requires at least one monitoring visit during a grant period on all state grants over $50,000 and one annual monitoring visit on grants over $250,000. A desk review, onsite review and/or reconciliation must be performed on grants that meet these thresholds at least once during the grant period per the state of Minnesota, Office of Grants Management Policy. Grantees are expected to provide any documentation requested. The desk review may be conducted on at least two budget object code line items for one reimbursement period. If you are contacted for a desk review or reconciliation, you will be sent a MDE Fiscal Monitoring Tool that will need to be completed and returned. A general ledger plus all source documents to support the budget line item expenses may also be provided to the grant specialist.
RESOURCES
The State of Minnesota Guide to Local Government Capital Assets guide may be viewed at the office of the State Auditor site or at (http://www.osa.state.mn.us/other/GASBTools/capital_asset_guide.pdf).
Commissioner’s Travel Expense Reimbursement Plan: The current maximum rates for non-state contractors and grantees (not U of MN grantees) are available at the Minnesota Office of Management and Budget link outlining the current maximum reimbursement rates for meals and mileage or at (http://www.mmd.admin.state.mn.us/commissionersplan.htm)
UFARS Reporting
The Minnesota Department of Education’s Uniform Financial Accounting and Reporting Standards are standards developed to provide guidance on accounting procedures and identify financial reporting requirements for school districts and charter schools in Minnesota.
For more information on UFARs, please refer to the UFARS manual by selecting: Access to the 2013 UFARS Manual for Accounting (http://education.state.mn.us/MDE/SchSup/SchFin/FinMgmt/UFARS)
If you have a UFARs or accounting question, please contact .
CONTACT FOR QUESTIONS
Please contact the MDE program authorized representative for information on required content. Contact the grant specialist for information or guidance on the budget or grant application submission and signature process.
MDE Authorized Representative: Tom Gray
Email:
Phone: 651-582-8282
MDE Grant Specialist: Deb Rose
Email:
Phone: 651-582-8853
MDE Program Director: Greg Keith
Email:
Phone: 651-582-8316
EMAIL the completed and signed application to:
Deb Rose
Email:
The application must be received by July 31, 2015. Delays in submission may result in an extended start date for the grant.
1500 Highway 36 West
Roseville, MN 55113-4266
APPLICATION SECTION - COVER SHEET
FY16 SINGLE SOURCE LEGISLATIVE GRANT
ORGANIZATION INFORMATION
Applicant Organization Name (or fiscal agent organization): Rochester Public Schools Name of Applicant Organization Official with Authority to Sign: Michael Muñoz, Superintendent
Address with zip code + 4 (9 digit zip is required):
Rochester Public Schools
615 7th Street SW,
Rochester, MN 55902-2052
Primary site of where work will be performed – city, county, 9 digit zip (if other than the address above):
1. Friedell District Wide Middle School
1200 South Broadway
Rochester, MN 55904-3821
Olmsted County
Oscar Uribe – Principal
PRIMARY PROGRAM CONTACT:
Title of Program Contact: Principal - Oscar Uribe -
Address (if different):
1200 South Broadway,
Rochester, MN 55904-3821
Phone and Email:
507.328.5644
2. John Adams Middle School
1525 31st Street NW
Rochester, MN 55901-3215
Olmsted County
Kim McDonald – Principal
PRIMARY PROGRAM CONTACT:
Title of Program Contact: Principal – Kim McDonald
Address (if different):
1525 31st Street NW
Rochester, MN 55901-3215
Phone and Email:
1.507.328.5676
3. Kellogg Middle School
503 17th Street NE
Rochester, MN 55906-4216
Olmsted County
Eric Johnson – Principal
PRIMARY PROGRAM CONTACT:
Title of Program Contact: Principal - Eric Johnson
Address (if different):
503 17th Street NE
Rochester, MN 55906-4216
Phone and Email:
1.507.328.5817
4. Willow Creek Middle School
2425 11th Avenue
Rochester, MN 55904-5699
Olmsted County
Nancy Denzer – Principal
PRIMARY PROGRAM CONTACT:
Title of Program Contact: Principal – Nancy Denzer
Address (if different):
2425 11th Avenue SE
Rochester, MN 55904-5699
Phone and Email:
1.507.328.5886
If a fiscal host applicant, identify the agency represented by the fiscal agent (an agreement must be on file between the fiscal host and agency represented and those entities must sign the coversheet:
Minnesota SWIFT Vendor Number for Grantee (organization receiving grant funds): Rochester Public Schools - 0000193957
MDE Organization Site Number (not necessary if private nonprofit unless application is submitted in SERVS): 0535-01
GRANT AMOUNT REQUESTED: $520,000 for the Rochester Public Schools total
Each site allocation:
1. Friedell District Wide Middle School - $70,000.
2. John Adams Middle School – $171,000.
3. Kellogg Middle School – $121,000.
4. Willow Creek Middle School - $158,000.
IDENTIFIED OFFICIAL WITH AUTHORITY TO SIGN APPLICANT
Name and Title of Official with Authority to Sign (superintendent, if school): Michael Muñoz
Address of Official with Authority to Sign:
615 7th Street SW,
Rochester, MN 55902-2052
Phone and Email:
507.328.3000
SIGNATURE OF IDENTIFIED OFFICIAL WITH AUTHORITY TO SIGN:
I certify I have read all components of this application and will comply with assurances herein and all other federal, state and local laws and regulations applicable to my organization.
Signature:
Date Signed: 7/31/2015
SECOND SIGNATURE, if necessary:
I certify I have read all components of this application and will comply with assurances herein and all other federal, state and local laws and regulations applicable to my organization.
Signature:
Date Signed:
PRIMARY PROGRAM CONTACT:
Title of Program Contact: Principal – Nancy Denzer
Address (if different):
2425 11th Avenue SE
Rochester, MN 55904-5699
PRIMARY PROGRAM CONTACT:
Title of Program Contact: Principal – Kim McDonald
Address (if different):
1525 31st Street NW
Rochester, MN 55901-3215
Phone and Email:
1.507.328.5676
BUSINESS MANAGER OR ACCOUNTANT: Larry Smith
Address (if different):
615 7th Street SW,
Rochester, MN 55902-2052
Phone and Email:
1.507.328.4210
ASSURANCES
The applicant by signing the coversheet to the application submitted to the state, certifies they have read all application documents including any revised documents and agree to comply with all applicable federal, state and local laws, ordinances, rules and regulations, public policies herein and all others applicable.
1. Survival of Terms
The following clauses survive the expiration or cancellation of this award: 4) State and Federal Audits; 5) Liability; 6) Ownership of Materials and Intellectual Property Rights; 7) Publicity; 8) Government Data Practices; 9) Data Disclosure; and 12) Governing Law, Jurisdiction and Venue.
2. Use of Funds
The use of funds shall be limited to that portion identified in the application materials and the attached application and by any applicable state or federal laws. Funds may not be used for gifts or novelty items (unless individually and specifically approved by the state) or for payments to vendors displaying exhibits for their profit. Funds may not be used to pay for or support other projects that are not identified in this application. Funds may not be used for the benefit of state employees, which includes, but is not limited to, reimbursement for any of their expenditures, including travel expenses, alcohol purchases, costs of registration fees for training sessions or educational courses presented or arranged, payments to state employees for presentations at workshops, seminars, etc., whether on state time, vacation time, leave of absence or any other non-work time.